The next generation of voicemail on Main Campus

The University of Toledo Unified Messaging

Unified Messaging (or UM) is the integration of different streams of messages (email, fax, voice, video, etc.) into a single in-box, accessible from a variety of different devices.

What is Unified Messaging?

Definition source en.wikipedia.org/wiki/Unified messaging

It’s easier and faster to deal with voicemail – you can sort through a list of messages from your PC by accessing your Outlook Inbox.

Manage messages from your PC, telephone, PDA or a Web Browser.

Communicate more effectively with compound messages – forwarding voicemails with an email introduction or embed voice messages into your emails.

Text to speech capabilities, use a telephone to call and hear your email messages through your Unified Mailbox. Yes, the system actually converts

email text to speech!

Text to speech capabilities also allow you to check your calendar over the telephone through your Unified Mailbox.

Benefits of Unified Messaging

Let’s look at how the systems work together.

How does Unified Messaging work?

Your email account is imported into the Unified Messaging System.

You receive notification that your account has been created.

You personalize your Unified Messaging mailbox and forward your calls.

Univerge 8500 and UT Exchange Mail ServersWorking together to unify your communications

Phone is on a Forward Busy and Forward No Answer to the Unified Message extension 6600

After the voicemail message is left it is sent to the email server, at the same time the PBX will turn on

your telephone Message Waiting Indicator.

After the voicemail message is left it is sent to the email server, at the same time the PBX will turn on

your telephone Message Waiting Indicator.

Your voicemail greeting plays and your caller leaves a voicemail message.

The voice message is saved as a .wav sound file attachment and delivered to your Outlook Inbox.

Inbox with Unified Messages

Now that you have seen how the call flow process works when your telephone is forwarded to the Unified Message system, let’s take a closer look at an Outlook Inbox.

Let me stress that you can always pick up your telephone and retrieve your voice mail messages.

Outlook Snapshot

In Outlook, ‘Horn’ icon indicates

voicemail message

The SUBJECT field shows detailed information depending on who the message is from. For instance:“Message from extension 4813 – this caller is on MC but does not have UM.“Message from 53022 – this call is from an Off Campus caller.“Message from Wisniewski, Dianne – this caller is a Unified Message Subscriber.The subject field can be overwritten by you to include caller specific details – your callers request for instance.

Paper clip icon indicates an attachment

(voicemail is a .wav attachment)

Listening to a voice mail message using your Outlook email account

Let’s launch our email program and look at the voicemail messages …

Opening a Unified Message

Double Click on the message, to expand it just like any other email.

Opening a Unified Message

You open a voicemail messagethe same way you would anyfile attachment in Outlook.

You open a voicemail messagethe same way you would anyfile attachment in Outlook.

Once you have expanded the message click on the blue arrow in the embedded player to play the voicemail message.

*ViewMail must be installed to get this player.

Forwarding a Voicemail message

You can forward a voicemail message to someone else once you’ve listened to it. You forward just like you would any other email message you’ve received.

This is comparable to the “give” command in the current voicemail system.

Advantages: No need to write a message to someone. The person gets the actual file attachment and simply double clicks on it to listen to the original message left.

Let’s forward a voicemail message…

Forwarding a Voicemail Message

Once the message is selected, click the Forward icon.

You can forward a voicemail message by selecting the message and using the Forward command in your email program, just like any other email message.

Deleting a Voicemail message

You should delete, file or archive any voicemail message that you

no longer need.

Information Technology has established quotas for each user. Space is limited. So email management is essential.

You delete voicemail messages just like any other email message

you receive.

Let’s delete a voicemail message…

Deleting a Voicemail Message

You can delete a voicemail message by selecting the message and using the DELETE command in your email program, just like any other normal email message.

NOTE: A one minute voicemail message is about 99 KB.

Mailbox Storage on Main Campus is 150 MB.

This means you can receive about 2,000 one minute voicemail messages before your mailbox would be full. I don’t even receive that many voicemail messages!

NOTE: A one minute voicemail message is about 99 KB.

Mailbox Storage on Main Campus is 150 MB.

This means you can receive about 2,000 one minute voicemail messages before your mailbox would be full. I don’t even receive that many voicemail messages!

Saving a Voicemail message

You always have the option to save a unified voice mail message just like you would your emails.

Information Technology suggests that you create personal folders so as not to exceed mailbox size limit. So email management is essential.

Let’s save a voicemail message…

Saving a Voicemail Message

You can save a voicemail message by selecting the message and dragging it to a designated Personal Folder.

Unified Messaging Tools

View Mail Univerge Assistant Web Access

Unified Messaging ToolsView Mail

View Mail is a VCR-like control that is actually an embedded form in Outlook that is used for playing your voicemail messages.

Let’s have a look…

View Mail

View Mail Media Master

This slide indicator is the volume control.

This slide indicator tells you how long the message is in seconds. This slide indicator is the speed control.

You can speed up or slow down the voicemail message.

Play arrow.

Unified Messaging Tools Univerge Assistant

The Univerge Assistant is a Web-based application that helps you manage your unified messaging voice mailbox.

Use the Univerge Assistant to change greetings, call transfer settings, message notification settings and message distribution lists.

The site’s navigation bar contains the links to your Assistant pages. You click a link to move from one page to another as you make your changes.

Let’s have a look….

Univerge AssistantSubscribers Name

Navigation Pane

Log off Link

Save Icon

Help Icon

Unified Messaging ToolsWeb Access

Using your browser, you can access Outlook Web Access to check your voicemail/email messages.

For instance when you’re at home or away from the office, you can use any browser to access your voicemail/email messages by connecting to http://email.utoledo.edu

Let’s have a look…

Web Access

*

Choose the Secure Access and enter your UTAD credentials to access your Outlook Account.

Use any Internet Browser to access your voicemail/email messages by connecting to http://email.utoledo.edu.

Let’s have a look…

Web Access

*

When using Outlook Web Access through your browser, notice that your voicemail messages will look identical to your email messages – the paperclip indicates that there is an attachment.

Outlook Web Access

Online information about Unified Messaging

There is Unified Message information available online at http://telecom.utoledo.edu/Unified%20Messaging.asp

Any questions?

If you have questions please call Mary Kurtz at x4805.If you have questions please call Mary Kurtz at x4805.